I. INTRODUCTION

II. DEFINITIONS

III. DIFFERENT METHODS

IV. SET UP STEPS - VOUCHER METHOD

V. COUNTER INSTRUCTIONS - VOUCHER METHOD

VI. SET UP STEPS - SPECIAL DOCUMENTS METHOD

VII. SIMPLE WHOLESALER - SPECIAL DOCUMENTS METHOD

VIII. COUNTER INSTRUCTIONS - SPECIAL DOCUMENTS METHOD

IX. BACK OFFICE INSTRUCTIONS

X. PRE-PAID RENTALS

I. INTRODUCTION

At times it is necessary to invoice a second party at a discounted (wholesale) rental rate. Prepaid tour packages and airline promotions which include rental cars are examples of these types of transactions. Services to be provided by the rental operator are negotiated with the wholesaler who, in effect, resells these services to the renter. Such situations present unique challenges to the rental operator. Among these are:

1. Invoicing a second party for all or part of the rental charges at a discounted rate (an invisible rate to the renting customer).
2. Charging the driver/renter for rental days beyond the prepaid period at a different visible rate.
3. Accurately handling upgrade charges which are in excess of the amounts authorized by the wholesaler.
4. Maintaining a separate set of Rental Rate Tables of discounted wholesale rates.
5. Keeping wholesale charges invisible to the customer and counter agents.

Wholesale processing procedures are designed to handle all these situations and many other related rental transactions.

Because wholesale rentals often involve inclusive rates, prior to reading this chapter it is recommended to read and become familiar with the manual chapter titled Overview - Inclusive Rates.

II. DEFINITIONS

WHOLESALER - Any entity that is invoiced at a discounted rate for another party's rental. Although these are generally tour package operators, companies that issue Miscellaneous Charge Orders (MCOs) or other billing vouchers can also be handled as wholesalers.

Two key elements distinguish a wholesaler from a direct bill customer.

1. A wholesaler will be invoiced for a rental at a discounted rate. This wholesale rate is invisible to both the driver/renter and the rental agents.
2. The wholesaler specifies the maximum number of rental days which can be invoiced to his account.

Wholesale companies can be divided into two types based on the method used to discount charges.

SIMPLE WHOLESALERS - Wholesalers of this type are invoiced for a rental at a set discount off of a standard retail rate. That is, the relationship between the visible and invisible rates for all class of vehicles can be expressed as a single discount percent.

Example: Adventure Tours sells a travel package that includes a car rental. If the invoice for time charges will be at a 20% discount, Adventure is considered a Simple Wholesaler.

As a result, the value of the voucher is directly related to the retail rate on the RA. If the rate on the RA is changed, the voucher value changes as well. The final value of the voucher is based on the rate that existed on the RA at the time the closed RA is posted. Changes to the RA rate after the voucher was been posted will NOT result in an adjustment to the simple wholesaler's voucher.

Unlike the T&M discount on the RA Close screen, for accounting purposes the discount offered the tour operator is not reported as a cost of business. Instead, only the net amount (retail less the 20% discount) invoiced to the tour operator appears as revenue.

COMPLEX WHOLESALER - Wholesalers who are invoiced for rentals based on their own unique rental rates are complex wholesalers. The rates may include prepaid sales tax, service charges, coverages, and other options.

Example: Happy Holiday Tours sells a vacation package that includes a prepaid rental voucher valid for 2 days in a vehicle that normally rents for $29.95. However, the invoice for Happy Holiday Tours for two days will be at $19.95 per day plus a daily service charge of $1.50 and 6 percent sales tax.

There is no direct relationship between the visible rate on the RA and the "invisible" net rate that is used to value the voucher. Changes to the out of voucher rate have no affect on the voucher value. But this also means that edits made to a complex voucher after the contract has been closed and posted, will themselves be posted as a change to the original posted amount.

Accounting transactions are handled by CARS+ in the following manner:

Revenue Accounts. Using the unbundling process of the inclusive rate logic, the Time revenue account is credited for the same amount that the wholesaler is invoiced less any included items (such as the daily service charge and sales tax) which are extracted and credited to their own appropriate G/L accounts.

Accounts Receivable. The A/R account is debited for the amount that the wholesaler is invoiced.

WHOLESALE VOUCHER. Any certificate or letter that lays out conditions and authorizes a wholesale rental is called a wholesale voucher. Generally, a voucher will contain the following information:

1. Wholesale company name
2. Driver/renter name
3. Length of rental period
4. Class of vehicle authorized by the voucher
5. Voucher number
6. Miscellaneous conditions (customer is responsible for sales tax, etc.).

OUT OF VOUCHER RATE or VISIBLE RATE. This is the rate product entered in the main window fields on the Reservations and RA Open screens. It is the rate charged to the renter for any days beyond the voucher period. For Simple Wholesalers, the voucher will be invoiced at this rate less the discount percent.

NET RATE or INVISIBLE RATE. Used with complex wholesalers, this is the rate at which the wholesaler will be billed for the voucher. Because this rate is usually confidential, it is not visible to the renter or rental agent, nor does it show on the Operations DBR.

III. DIFFERENT METHODS

A. METHODS OF VOUCHER ENTRY

Wholesale vouchers can be set up and handled in CARS+ using different methods. To the rental counter, the difference is in how the voucher is entered on the Reservation or RA.

Voucher Subwindow method - in this method, the wholesale voucher data is entered in the V (voucher) subwindow.

Special Documents method - In this method, the wholesale voucher data is entered in the S (special documents) subwindow. This method requires records be set up in what is called the IT File (International Tour) for each wholesale package.

In either case, for Complex Wholesalers, the Net rates are set up in the regular rate file using the Edit Rental Rules/Rates program.

Sections IV and V of this chapter address the Voucher subwindow method.

Sections VI and VIII of this chapter address the Special Documents subwindow method.

B. METHODS OF INCLUSIVITY

Tour vouchers can include charges other than just the Time charge. They can be tax inclusive, include one or more coverages, in fact anything that can be charged on a rental can potentially be covered by the tour voucher and thus NOT charged against the renter. There are two basic ways this can be done within CARS+:

Preset Package method - in this method the tour operator has a set package of options that are always included in the vouchers they sell. Within CARS+ this is accomplished by an Option Set assigned to the net rate. And since there is a one-to-one relationship between a tour operator and their assigned net rate, if a tour operator sells more than one package of inclusive charges, they must have a Customer Number (V subwindow entry method) or IT record (Special Documents entry method) for each package sold.

Menu method - under this method, the tour operator does not have any preset list of included items. Each voucher can be completely different. One voucher for a young family may include two child seats and all taxes while the next voucher from the same tour operator may only include LDW. As a result, when entering a voucher of this sort, the rental agent is presented with a "menu" of possible included items and they select what is to be billed to the tour operator.

In reality a third method of inclusivity exists which is a combination of the two methods listed above. For example, it is possible to set up a tour operator so that LDW is always included in all of their vouchers (Preset Package) but on each voucher the agent can select whether the tour operator will in addition pay for the use of a child seat, taxes, etc (Menu).

Setting up tour operators with set packages will be explained as a possible option in Sections IV and VI

The menu method of entry will be explained in Sections V, VII and VIII

IV. SET-UP STEPS NECESSARY TO USE THE WHOLESALING FEATURE - VOUCHER METHOD

A. CREATING OPTIONS SETS FOR WHOLESALERS

When wholesalers collect prepayment for taxes, fees, coverages, and/or other charges in addition to time, an inclusive rate or "package" needs to be set up. A rate product is tagged as inclusive when an Option Set is linked to the Rate. The Option Set defines exactly what items are part of the package. The steps necessary to accomplish this are:

1. Define the Option Set

2. Set up a Rate Product which includes the Option Set.

3. Enter the Rate Product on the Customer Record for the wholesaler.

By following these steps, which are discussed in more detail below, the wholesaler (rather than the renter) will be charged for the sales tax, fees, and any other items defined in the Option Set. The renter will be responsible for any charges not covered in the Option Set.

EXAMPLE: Happy Holiday Tours package for $50 a day includes:

LDW

Additional Driver charge

Airport Concession Fee

Sales Tax

VLF (Vehicle License Fee)

Time

By creating an Option Set for these items and a Rate Product that includes the Option Set, the system can determine:

• Which charges on a RA are the responsibility of the wholesaler because they are included in the rate
• Which charges on the RA are the responsibility of the renter because they are NOT included in the rate's option set
• Which General Ledger accounts should be affected when posting the RA. The revenue from the $50 a day rate will be allocated among the time and other items included in the Option Set. (This procedure is referred to as "unbundling.")

To access the Edit Option Set Codes program, type EDITSET (RET) at any menu "OPTION:" field or the appropriate number on the Options Control File Menu. Refer to the Edit Option Set chapter for details on creating option sets. An example of 2 options sets is shown below. The Option Set for Happy Holiday Tours is shown under Option Code "A":

An Option Set must be set up for each package each wholesaler offers. If Happy Holiday tours offers 2 different packages, then two Option Sets must be created defining each package. For instructions on setting up wholesalers that offer more than one package, refer to the section later on in this chapter titled "One Wholesaler; Multiple Packages".

B. OPTION RATES AND PRICING CODES

If the rate for the included options (those in the Option Set) will be different from the normal retail rate for the option, set up Option Rates using a Pricing Code. Place the Pricing Code on the Option Set record. An example using Pricing Code "W" is shown below:

C. SETTING UP WHOLESALE RATES FOR COMPLEX WHOLESALERS

Complex Wholesale companies must have a set of rates in the Rental Rules/Rate File. The following notes refer to those fields on the Edit Rental Rates screen that must be handled uniquely. Refer to the Edit Rental Rules/Rates chapter for details on setting up rates.

1. RATE RULES RECORD

a. Field # 2: PRODUCT

The Rate Code can be up to 5 alphanumeric characters. If rates are unique for each wholesaler, using an alpha code that identifies the wholesale company can be helpful.

b. Field # 6: COMMENT

In order to protect the secrecy of your contracted wholesale rates, these rates can be blocked from appearing on any Rate File Search. This is accomplished by making the first character of the comment an asterisk (*). An asterisk will not prevent wholesale rates from printing on the Rental Rate Report. Or, place a "N" in the "Searchable" field on page 1 of the Rules record. Either method will prevent the rate from being accessed through a search on the Reservation and RA Open screens.

c. Field # 36: INCL OPT SET (Inclusive Option Set)

Rates may be defined as "inclusive" meaning the amounts entered on the rates page includes time as well as a variety of other charges such as coverages, optional items, taxes and fees. Use this field to indicate that an existing Option Set Code is included in the rate. Recommended reading: Refer to the chapter titled Overview - Inclusive Rates.

d. Min/Max Change-to fields

The default logic for net rates is that minimum/maximum days change-to fields are ignored. In order to activate these fields contact Thermeon Customer Support to set up GVT "VCHRTCHG".

e. ALL OTHER RULE FIELDS

All other rule fields are filled out as normal. Note, however, that the "Include Coverages" fields (Fields 25 and 26) on page one should not be used. Included options must be set up using Option Sets.

EXAMPLE: An example of a Rate Product record for Happy Holiday Tours is shown below:

More rules can be entered on page 2 of the Rules Record if needed.

f. RESTRICTIONS

Certain restrictions apply when using rates for wholesale transactions. The following types of rate products cannot be used for "visible" rates:

Period rates

Weekend rates

The following types of rate products cannot be used for"invisible" (wholesale) rates:

Hourly Tiered rates

Non-tiered rates making use of the minimum and maximum day fields

Period rates

g. MIXING RATE TYPES

Other than avoiding the restrictions listed above, it is permissible to mix tiered rates and non-tiered rates for the out of voucher rate and the wholesale rate. The formula for calculating charges on a tour RA is:

Elapsed days minus voucher days = customer chargeable days

Therefore, the voucher rate or the out of voucher rate may be tiered or non-tiered.

2. RATE RECORDS

On page 3 or 4, enter the rates that will be used to compute invoice charges for each rental period. If the rate includes an Option Set, the rate entered should be the total package price.

The invisible rate for a voucher for 7 days may be charged to the wholesaler at seven times the daily rate or at a weekly rate depending on how the rate product is structured. Likewise, an 8 day voucher may be billed at 8 times the daily rate, or the weekly rate and 1 day at the daily rate, or the weekly rate and 1 day at the extra day rate.

If a wholesaler is restricted to selling specific classes of vehicles, create rate records only for those classes.

D. SETTING UP WHOLESALE AS A TYPE IN EDIT CUSTOMER TYPES FILE.

Because wholesale type customers are handled so uniquely by CARS+, the wholesale type must be designated in the Valid Customer Types File.

To access the Edit Valid Customer Types program, type EDITCUST(RET) at any menu "OPTION:" field or the appropriate line number on the Rental Control Files menu. Refer to the Edit Customer Type Codes chapter for details on setting up customer types.

The following notes address only those fields which must be handled in a special manner for wholesale features.

An example of a record for a wholesale customer type is shown below:

E. SETTING UP WHOLESALE COMPANIES IN THE CUSTOMER FILE.

Because wholesaling entails transferring financial liability from the driver/renter to a wholesaler, all wholesale companies must have a record in the Customer File. The following notes are not meant to repeat the material in the Customer File Update chapter. Only those fields which must be handled uniquely for the wholesale features are discussed. The names of the fields listed below and can be accessed from the Customer Maintenance Menu or by typing "CUST" from any Menu Option field.

Field: CUSTOMER #

After all other data has been entered, press the "F4" function key and enter an alphanumeric code for the wholesale company.

Field: CUSTOMER TYPE

Enter the Customer Type Code "WHL" or a Customer Type that has been designated to be a Wholesale Type as defined in the Edit Customer Type File. These wholesale companies behave very much like the B type of FOP. The DBR posting program will automatically create a receivable record for each voucher. If 10 vouchers are received from the same wholesaler, 10 invoices will be posted as open items to that company's A/R account.

Field: RETAIL RATE PRODUCT

The rate entered in this field will be applied to the contract as the rental rate shown in the Main window of the RA Open screen. It is the rate that the customer will be charged for any days beyond the voucher period.

Note that the Rate Code is limited to 5 characters.

When this rate is applied to a contract, the following message will display on the RA Open screen:

CONTRACT RATE APPLIED

Field: VCHR RATE PRODUCT

For complex wholesalers, enter the Rate Product Code of the invisible rate that will be billed to the wholesaler.

For simple wholesaler, leave this field blank. This is how CARS+ distinguishes between a simple and complex wholesaler.

Note that the Rate Code is limited to 5 characters.

If a complex wholesaler sells more than one rental package with different rates, a unique customer record will be needed for each package. For instructions on setting up wholesalers that offer more than one package, refer to the section later on in this chapter titled "One Wholesaler; Multiple Packages".

NOTE: The following rules are imposed on voucher and customer rates:

• If the voucher rate is tax inclusive, the out of voucher customer rate should be tax inclusive.
• If the voucher rate is other inclusive (includes items other than tax), the out of voucher customer rate should be non-inclusive OR include the same items.
• If the voucher rate is non-inclusive, the out of voucher customer rate should be non-inclusive
• The Rate Codes entered in these fields in the customer record are limited to a maximum of 5 characters.

Field: DISCOUNT %

On Simple Wholesalers, enter the wholesaler's discount percent. For Complex Wholesalers, leave this field blank.

Field: WHOLESALE CALCULATION METHOD

CARS+ has different methods for handling and calculating voucher charges. These methods are outlined below:

Leaving this field blank indicates:

• The wholesaler will be invoiced for the full voucher period regardless of the length of the rental (even if the renter returns the vehicle early).

Entering the letter "A" in this field indicates for both the Voucher Subwindow method and the Special Documents Subwindow method:

• The wholesaler will be invoiced for the voucher period or the length of the rental-- whichever is less.

User tip: The field "Invoice Wholesale at Open" in Edit Main Control Record overrides the setting in this field if it is set to "Y".

F. SET-UP INSTRUCTIONS FOR RELATED CONTROL FILES

The following fields on the Edit Miscellaneous Control Fields screen that impact the wholesale logic.

Page 1

Page 2

Page 5

The following fields on the Edit Main Control Record program that have an impact on the wholesale logic.

G. EARLY BOOKING INCENTIVES

In order to encourage tour operators to book well in advance, it is possible to set up a negative option (discount) that can automatically apply to vouchers using fields in Edit Option Rates.

First, create a negative option for a discount (Option Type = "N") in Edit Optional Items.
In Edit Option Rates, set up the option so that it is automatically applied to voucher reservations if the reservation is booked early.

EXAMPLE:

V. COUNTER INSTRUCTIONS - VOUCHER SUBWINDOW METHOD

The following notes refer to how wholesale vouchers are entered and processed at the counter.

The entry of wholesale vouchers is handled by a unique subwindow that is available on both the Reservation and RA Open screens. The following issues may affect the choice of which program to use when entering wholesale vouchers:

1. All required voucher data must be entered into the system simultaneously. Therefore, if some data is missing at the time of the reservation, the voucher cannot be entered at that time.
2. Because some wholesalers require the submission of the voucher coupon with the billing, it is often wise to wait until the renter surrenders the document at open before entering the voucher information.
3. Finally, remember how the chosen Wholesale Calculation Method (Field 32 on the Customer file record) handles no-show reservations with wholesale vouchers.

A. RESERVATIONS

1. CREATING A NEW RESERVATION

Wholesale vouchers are handled by the reservation program fields both on the Main Window and in the Voucher Subwindow. The following notes refer to those fields that are involved in the entry of a wholesale voucher. The numbers refer to the field numbers on the Reservation screen.

MAIN WINDOW

The actual wholesale voucher is entered into the Reservation screen through the use of the V Subwindow.

TOUR VOUCHERS WINDOW

To access the Tour Voucher Subwindow, type V (RET) at the "OPTION:" field on the Main Window of the Reservation screen. The subwindow will display:

The completed window will then display:

Select options to be included in the voucher.                          
  I=Includ in Voucher X=Rate Inclusive                                     
 Option     I/X          Calc    Qty  Deductible   
 LDW         X           /DAY             500      
 PAI         *           /DAY                      
 PEC         I           /DAY                      
 VLFEE       X           /DAY                      
 SKI RACK    *           /DAY                      
 MAP         *           /ITM                      
 LOCK        *           /ITM                      
 UPGRADE     *           /DAY
 TAX         X           /PCT
                           
 Press Return Here to Accept Changes [ ]

When all data is entered, save the reservation as usual by pressing "F1"at the Main Window's Option Field.

2. EDITING AN EXISTING VOUCHER RESERVATION

Once a tour voucher is on an open reservation edits to the reservation behave slightly different. Any edit to the pickup or return dates and times that either increase or decrease the anticipated rental length will NOT cause the voucher days to automatically change. For example, if a 5 day reservation with a 5 day voucher is changed to a 6 day reservation, the voucher will remain at 5 days.

B. RA OPEN

Wholesale vouchers are entered into a RA in the same way they are added to a reservation through the Voucher Subwindow.

1. If a partially entered voucher is applied to the RA, the following will occur:

a. The user will be warned with the same message as mentioned in the notes on Reservations.

b. The RA WILL NOT be flagged as a wholesale rental. Therefore:

• the value of the voucher will not be subtracted from the F8 estimate
• the deposit or credit card authorization must be large enough to cover all rental charges (the logic assumes that the voucher may never be completed; so the customer may have to pay all charges)

2. Vehicle Upgrades.

To assess an additional daily upsell charge during the voucher period, an upsell charge must be added to the RA. If the system is configured to use the Upsell subwindow, add the upsell in the normal manner. Otherwise, the upsell will need to be added as an Option through the Shift/F5 pop-up window.

NOTE: Regardless of the class entered in the voucher subwindow and the rate and class entered in the Main window, the voucher days will be subtracted from the rental days -- with full credit given for each voucher day. Therefore, if the customer has a 7-day voucher for a compact car and a full size car is assigned to the RA, CARS+ will NOT charge any additional amount for the 7-day voucher period unless there is an Upsell charge added to the contract.

If the customer agrees to an upsell do the following:

a. In the Main Window's Rate Class Field, enter the Rate Class of the actual vehicle assigned to the RA. The rate entered in this field represents the rate that will be charged to the renter for days beyond the voucher period.

b. In the V Subwindow's Field 3, enter the Rate Class that is indicated on the voucher. The Class Code entered into the V Subwindow MUST ALWAYS MATCH the printed voucher.

c. If the daily rate for the voucher is less than the daily rate for the class in the Main Window, the following message will display:

SALE OF UPGRADE OPTION RECOMMENDED

This serves a reminder that an upsell is possible during the voucher period at an additional charge.

d. If using the Upsell subwindow, select the upsell class. An example of an upsell window from a CCAR is illustrated below.

Upsell Per Day (* = Corp Rate) Upsell Per Day Upsell Per Day 1.ICAR 5.00 9. 17. 25. 2.SCAR 7.00 10. 18. 26. 3.FCAR 9.00 11. 19. 27. 4.LCAR 14.00 12. 20. 28. 5.MVAR 15.00 13. 21. 29. 6.XFAR 18.00 14. 22. 30. 7. 15. 23. 31. 8. 16. 24. 32. F2 Next 32 F4 Prev 32

Select the class for the upsell. If the daily upsell rate needs to be edited and the system is configured to allow editing of the daily upsell rate, go to the Options Subwindow (D) and change the rate.

e. If using an Option for the upsell, bring the Option Pop-Up window to the screen as usual by pressing Shift/F5. Select the Upgrade Option and enter difference in the per day charge for the upgrade. For example, if the voucher is for a CCAR and the customer agrees to upgrade to a FCAR for $10 more per day during the voucher period, enter an Upgrade for $10 a day.

Select optional charge items                             
  C=Charge  *=No charge                                  
 Option     C/*       Rate     Calc    Qty  Deductible   
 LDW         X      15.000     /DAY             500      
 PAI         *       3.000     /DAY                      
 PEC         *       5.00      /DAY                      
 VLFEE       X        .480     /DAY                      
 SKI RACK    *       2.000     /DAY                      
 MAP         *       3.000     /ITM                      
 LOCK        *       4.000     /ITM                      
 UPGRADE     C      10.00      /DAY
                           
 Press Return Here to Accept Changes [ ]

3. Optional Charges and the Option Pop-Up Window.

The Option Pop-Up Window can be accessed from either the V subwindow or the Main window.

Option Pop-Up from the V subwindow:

To sell extra items to the tour operator that are not already included in the net rate, bring up the Option window by pressing Shift/F5 at the V subwindow "OPTION" field. Indicate additional items THAT WILL BE BILLED TO THE TOUR OPERATOR with a "I". When a rate is inclusive, the included items are indicated with a "X". In the example below, LDW, VLFEE, and TAX are included in the voucher rate.

Select options to be included in the voucher.                          
  I=Includ in Voucher X=Rate Inclusive                                     
 Option     I/X          Calc    Qty  Deductible   
 LDW         X           /DAY             500      
 PAI         *           /DAY                      
 PEC         *           /DAY                      
 VLFEE       X           /DAY                      
 SKI RACK    *           /DAY                      
 MAP         *           /ITM                      
 LOCK        *           /ITM                      
 UPGRADE     *           /DAY
 TAX         X           /PCT
                           
 Press Return Here to Accept Changes [ ]

Option Pop-Up from the Main window:

NOTE: For non-Hertz operations, items included in the voucher are NOT automatically applied to any out of voucher days. If the out of voucher rate does not include the same items included in the net rate and these items are to apply to the out of voucher days, the rental agent must sell these items to the customer by accessing the Shift/F5 pop-up window from the Main "OPTION" field. For example, if LDW is included in the voucher, it will not be charged automatically to the renter for any out of voucher days. To have it apply to out of voucher days, it must be sold as usual in the Option pop-up window.

For Hertz operations, items included in the voucher are automatically applied to any out of voucher days.

To sell other items not included in the out of voucher rate , mark the items with a "C" as usual. These will be charges for which the renter is responsible. Because they are not covered by the voucher, they are referred to as "out-of-voucher" charges.

4. Estimated charges are displayed by pressing F8 at the Main Option field. The estimate is different from that of a regular rental in that the estimate displays only the charges for which the renter is responsible outside of the voucher.

EXAMPLE ONE: 3-day voucher on a 3-day rental. Voucher covers LDW, VLFEE, TAX. Customer does not accept any other coverages or options. The Estimate would appear as follows:

PREPAID     :  3  DAYS
Includes    :LDW
            :VLFEE
            :TAX 
	
TOTAL       :

On the above Estimate, there are no out-of-voucher charges to the renter.

EXAMPLE TWO: 3-day voucher on a 3-day rental. Customer accepts PAI and buys a map. The Estimate would appear as follows:

PREPAID     :  3  DAYS
Includes    :LDW
            :VLFEE
            :TAX 
PAI    	                $9.00
MAP	                 3.60
TAX    	                 1.20
TOTAL	               $13.80

On the above Estimate, the voucher covers all days of a 3-day rental so there are no Time charges in the estimate. The out-of-voucher charges are for PAI and a map, and the Sales Tax on those items.

EXAMPLE THREE: 3-day voucher on a 4-day rental. Customer accepts PAI and buys a map. Customer accepts LDW for the out of voucher days because the retail rate is non-inclusive. The Estimate would appear as follows:(Comments in italics are for explanation purposes and do not display on the estimate screen)

PREPAID     :  3  DAYS
Includes    :LDW
            :VLFEE
            :TAX 
DAYS  1 @ 40.00   $40.00 1 extra day at the visible rate
PAI   	           12.00 4 days
MAP	            3.60 1 item
LDW	           15.00 1 day (out of voucher)
VLF	             .48 1 day (out of voucher)
TAX    	            7.06 (10% on renter's charges except VLF)
TOTAL	          $78.14

The customer is responsible for one out-of-voucher day plus selected items.

EXAMPLE FOUR:3-day voucher on a 4-day rental. The retail rate includes the same items as the wholesale rate. (They both have the same Option Set.) The renter takes no additional items. The Estimate would appear as follows:

PREPAID     :  3  DAYS
Includes    :LDW
            :VLFEE
            :TAX 
DAYS  1 @ 55.00   $55.00 1 extra day at the visible rate
TOTAL	          $55.00

When a rate is inclusive, the unbundling process allocates the rate to the included items. The remainder is allocated to Time. (For details on the unbundling process, refer to the special chapter of this manual titled Inclusive Rates.

EXAMPLE FIVE: 3-day voucher on a 4-day rental. The retail rate is inclusive of same items as the wholesale rate. (They both have the same Option Set.) The renter takes the same additional items as EXAMPLE TWO. The Estimate would appear as follows:

PREPAID   :  3  DAYS
Includes  :LDW
          :VLFEE
          :TAX 
DAYS      :   @ 55.00 = 55.00
PAI    	                 9.00
MAP	                 3.60
TAX    	                 6.76
TOTAL	               $74.36

In this example the customer is still responsible for one day beyond the voucher period and the extra items selected.

C. RA CLOSE

Closing a RA with a wholesale voucher is different than that of a regular rental. Similar to the F8 Estimate feature on the RA Open screen, the major difference is that the Main Window displays only the out-of-voucher charges that the renter owes. The following section explains this as well as other differences.

After calling a wholesale rental up onto the RA Close screen, one of the following message will appear at the bottom of the screen:

VOUCHER IN EFFECT PRESS RETURN TO CONTINUE

The above message informs the closing agent that credit for a voucher will be automatically figured into the customer's charge calculation.

MULTIPLE VOUCHERS FOUND PRESS RETURN TO CONTINUE

The above message advises that multiple vouchers were entered on the RA.

INCOMPLETE TOUR VOUCHER WILL BE IGNORED.

The above message advises that the voucher information is incomplete. Continuing to close the RA without completing the voucher will cause the voucher to be ignored. The renter will be responsible for ALL rental charges.

To complete the voucher:

1. Exit the close program.
2. Pull the RA back up on the RA Open screen. Bring up the voucher subwindow, enter the missing data and re-save the contract.
3. Return to the RA Close program and close the RA.

The Time and Mileage Sub-window

When closing a RA with a wholesale voucher, a display only field in the Time & Mileage Sub-window is used to display the number of voucher days being credited to the renter. The following notes refer to how this credit is calculated:

1. The number of voucher days is shown and subtracted from the number of rental days. If there is a difference, they are referred to as the "chargeable days."

EXAMPLE ONE: A RA which was opened with the following:

a. A rate code in RA Open main window has a daily charge of $39.95.

b. A tour voucher for one day.

The rental period was one day. Assuming that the voucher rate included sales tax and any other mandatory fees, the following charges will show on the Main Window and the Time & Mileage Sub-window of the RA Close screen:

OPTION: __________ RA CLOSE 1 Miles/Fuel/Chg 2437/7/4.56 5 Empl/Drw STEVE/101 Total T&M * 6 Notes * Total Non-T&M 4.56 FOP 2 Discount * 3 Tax/Surcharge * A-T&M Charges name: SMITH Subtotal-1 4.56 B-Coverage Chgs date: 04-01-04 Less Dep/Reimb * C-Other Charges odom: 2356 Less Payments * D-Payments veh#: 123456 4 Change Back * E-Dates & Misc. Bill to: Balance 4.56 F-RA Open O-Other Windows N-Notes OPTION: __ TIME & MILEAGE CHARGES Page 1 Elapsed: hrs: dys: 1 wks: 0 mo: miles: 81 free:100 Class C Option EffDt Dys/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METRO 05-01 */39.95 */215.00 */* */35.00 */11.00 * 2 MILE */.250 */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7

Because the voucher days equal the elapsed days, zero charges appear in the subwindow as well as in the T&M sub-total on the Main Window. In this case, the only charge that the renter is responsible for at the time of close is the refueling charge of $4.56. Remember, sales tax was included in the voucher rate.

DISPLAYING THE WHOLESALE CHARGES

To display the amount charged to the wholesaler, when the cursor is at the "OPTION:" field in the Main Window, press "Shift/F5." The lower half of the screen will display a window showing the charges.

Note: This feature is available only to those users who have configured their system to allow the display of this pop-up window. A flag in the Edit Misc. Control Fields File controls whether or not this feature can be used. Additionally, a field in the Edit User Access File record interacts with it to control the user's ability to use Shift/F5 on the RA Close screen to see the value of wholesale and insurance vouchers and to see the value of wholesale vouchers on the Special Documents Report.

When the Extended Name and Extended Address features are used, the extended name, the extended billing address, and the federal tax ID number of the billing company are shown in the window.

When the voucher rate is inclusive, the total daily or weekly rate is shown. The voucher rate is not unbundled on the Shift/F5 screen. Assuming that the voucher rate is $41.00 per day, this is how the pop-up window would appear for Example One:

OPTION: __________ RA CLOSE 1 Miles/Fuel/Chg 2437/7/4.56 5 Empl/Drw STEVE/101 Total T&M * 6 Notes * Total Non-T&M 4.56 FOP 2 Discount * 3 Tax/Surcharge * A-T&M Charges name: SMITH Subtotal-1 4.56 B-Coverage Chgs date: 04-01-04 Less Dep/Reimb * C-Other Charges odom: 2356 Less Payments * D-Payments veh#: 123456 4 Change Back * E-Dates & Misc. Bill to: Balance 4.56 F-RA Open O-Other Windows N-Notes OPTION: __ | | HHT HAPPY HOLIDAY TOURS | | | | | | DAYS : 1 @ $41.00 = $ 41.00 | | | | | | TOTAL $ 41.00 |

EXAMPLE TWO: If the customer kept the vehicle for one day beyond the voucher period, the following charges will then display:

OPTION: __________ RA CLOSE 1 Miles/Fuel/Chg 2437/7/4.56 5 Empl/Drw STEVE/101 Total T&M 39.95 6 Notes * Total Non-T&M 4.56 FOP 2 Discount * 3 Tax/Surcharge 2.40 A-T&M Charges name: SMITH Subtotal-1 46.91 B-Coverage Chgs date: 04-01-04 Less Dep/Reimb * C-Other Charges odom: 2356 Less Payments * D-Payments veh#: 123456 4 Change Back * E-Dates & Misc. Balance 46.91 F-RA Open N-Notes OPTION: __ TIME & MILEAGE CHARGES Elapsed:hrs: dys: 2 wks: 0 mo: miles: 81 free:200 Class C Option EffDt Dys/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METRO 05-01 *1/39.95 */215.00 */* */35.00 */11.00 39.95 2 MILE */.250 */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7

Therefore, in the Main Window's Total T&M Field, a charge of $39.95 shows along with the sales tax on that extra day (plus the refueling charge.).

EXAMPLE THREE: A contract involving an upgrade was opened as follows:

a. The upgraded vehicle (class FCAR) rents for $45.95 a day. Its Rate Class was entered into the Main Window when opening the contract.

b. A one day voucher good for a less expensive vehicle (class CCAR) was entered into the Voucher subwindow.

c. An upgrade charge of $10 was entered in the Options Subwindow.

When the RA closes 25 hours later, the charges window will look like this:

In this case, the T & M subwindow shows that the renter is charged for one extra hour at $11.00 per hour.

The charge for the upgrade to the larger car at $10.00 per day is shown as an additional charge in the Optional and Mandatory Charges Subwindow:

2. The credit offered will never exceed the total Time charges. But, depending on the Wholesale Calculation Method chosen on the Customer's record, the wholesale company may be invoiced for the full value of the voucher regardless of how many days the renter kept the vehicle.

3. If the renter returns the vehicle before all voucher days have been consumed, any chargeable hours will be rounded up to another whole rental day.

EXAMPLE FOUR: A RA was opened with a three day voucher, yet the vehicle was returned 2 days and 2 hours after it had opened. The calculation will appear as follows:

The additional two hours within the voucher period are charged as an additional day regardless on how the "Best Price" logic is set.

4. The system will use the visible rate for any period beyond the voucher. If a renter keeps a vehicle 7 days beyond the voucher period, the renter will be charged 7 days (or the weekly rate if the structure of the Rate Product offers one).

EXAMPLE FIVE: A contract was opened with a three-day voucher, yet the rental was for 10 days. Rate product has Daily and Weekly structure.

The additional 7 days beyond the voucher period is charged at the weekly rate as illustrated below.

EXAMPLE SIX: A contract was opened with a three day voucher, yet the rental was for 10 days. Rate product has a Stepped Tier structure as follows:

Tier 1		1-4     days
Tier 2		5-10    days
Tier 3		11 - 15 days
Tier 4		16 - 99 days

The chargeable days are still 7 (10 rental days less the 3 voucher days). Therefore, the charges are calculated as follows:

Tier 1 		4 days at $ 30	= $ 120.00
Tier 2 		3 days at $ 29	= $  87.00
Total				  $ 207.00

5. Multiple Vouchers On a Single RA

When more than one voucher appears on a RA, the total number of days for all vouchers is credited to the renter. The total voucher days are deducted from the total number of rental days.This is true even if the vouchers have been entered for differing classes of vehicles. Therefore, if a 2-day voucher was entered for an economy car and a 3-day voucher was entered for a midsize car on the same contract, there will be 5 days of credit regardless of the actual class of vehicle rented.

All vouchers entered into the system will be invoiced to the issuing company at full value. Below is an illustration of the "Shift/F5" pop-up window for such a case. This shows 3 vouchers on a single RA:

a 3-day voucher for a compact car at the wholesale rate of $23.00 per day
a 2-day voucher for a compact car at the wholesale rate of $23.00 per day
a 1-day voucher for an economy car at the wholesale rate of $20.00 per day

Both posted and unposted vouchers can be edited or deleted using Edit Voucher program on the RA Menu. Please refer to the chapter of this manual titled Edit Voucher for detailed instructions on how to edit vouchers.

Simple Wholesalers (with "WSALE RT EDIT" field in Edit Main Control Record set to "Y):
As mentioned in an earlier section, when this field is set to "Y", the rates from the A subwindow are used to arrive at the value of voucher (using the percentage from the wholesaler's customer record.) For simple wholesalers, when the rates are edited, the voucher follows the edit.

Open Reservations: The voucher value can be edited by editing the rates in the A subwindow.

Open RAs: The voucher value can be edited by editing the rates in the A subwindow.

Closed RAs: Once the RA is closed, use Edit Voucher to change the wholesale customer code, the rate code, class code, or number of days. To edit the rate, use Edit Voucher to delete the voucher. When the delete is saved, the Edit Closed RA program is automatically called to the screen. Edit the rates to the correct amounts and save the RA. Next, bring up the RA in Edit Opening Fields and add a new voucher. When this change is saved, Edit Closed RA is automatically called. Press "F8" to recalculate, and the change will have been made.

Posted RAs: Vouchers can be edited, added or deleted on posted RAs using Edit Voucher program. (Note: this is a change from previous versions of CARS+.)

When a complex wholesaler offers multiple packages at various rates that include different items, a unique Option Set must be created for each package. For example, Happy Holiday Tours may offer the following 3 packages:

Package A includes: Additional Driver, Airport Concession Fee, LDW, VLF, and Sales tax.

Package B includes: Additional Driver, LDW, PAI, VLF, and Sales Tax

Package C includes: Sales Tax only

This requires that 3 Option Sets be created as shown below:

Next, 3 Rate Products would need to be set up because each Option Set needs it own Rate Product.

Finally, 3 Customer Records need to be set up because each invisible Rate Product needs to be entered on a unique customer record.

VI. SET UP STEPS - SPECIAL DOCUMENTS METHOD

The set up steps required for entering vouchers in the S subwindow are addressed in this section.

A. VALID DOCUMENT TYPES (AND CUSTOMER RECORDS)

Entries are made in this file in order to designate which types of documents are accepted as a valid document types in the Special Documents subwindow. Prior to creating the document type, a customer record must be created.

An example of document types for non-Hertz operations is shown below.

B. EDIT MISC CONTROL FIELDS

The following fields on the Edit Miscellaneous Control Fields screen impact the wholesale logic.

Page 5, Field 24 - Block Voucher and Bill-To

This field can block a transaction from having both a bill-to party and a voucher. Enter:

Y = Yes, block a reservation and RA from having both a bill-to party (including a bill-to on a CDPID record) and a voucher (tour voucher, stated value voucher, full value voucher, insurance voucher).

N (or blank) = No such restriction is in place.

C. EDIT MAIN CONTROL RECORD

In the "Use Rates; Not TPR" field on page 2, determines where the net rates will come from. Enter:

Y = To indicate that the net rates will be defined in the standard CARS+ Rate File.

N = To indicate that the net rates will be taken from the incoming reservation (this option should only be used by Hertz users).

Refer to the Edit Main Control Record chapter for details.

D. S-SUBWINDOW ACCESS

To turn on access to the S Subwindow for the Special Documents method, ask Thermeon's Customer Support Dept. to set up GVT record SWDW.

To prevent entry of transactions in the V subwindow, ask Thermeon's Customer Support Dept. to set up GVT records: RESSUBS, OPENSUBS, and CLOSSUBS.

E. INCLUSIVE ITEMS

• The net rate as an "Add-on Option Set"
• The tour operator customer record in the "Option Set" field.
• The Addon OptSet field in Edit IT Codes.

Any of the above methods will cause the items in that option set to be billed to the tour operator in addition to the voucher.

1. OPTIONS SETS FOR WHOLESALERS

When wholesalers collect prepayment for taxes, fees, coverages, and/or other charges in addition to time, an inclusive rate or "package" needs to be set up. See Section IV.A. of this chapter, Creating Option Sets for Wholesalers.

If the rate for the included options (those in the Option Set) will be different from the normal retail rate for the option, set up an Option Rate record using a Pricing Code. See Section IV.B. of this chapter, Option Rates and Pricing Codes.

2. SPECIAL INSTRUCTIONS FOR HERTZ USERS

When rental rates for net tour RAs are set up to come from the reservations from Oklahoma City, they are treated as a bundled rate. That is, the rate may include coverages, fuel purchase option, taxes, and other options. How the revenue is allocated (or "unbundled") to the various income accounts when the RA posts to the accounting records is determined by one of two possible settings:

a. A Option Set Code on page two of the tour operator's IT record.

b. The settings in Global Net Rates.

Some included options may be set up in this table with a "net rate" - that is, a discounted rate rather than the regular retail rate. Other options may be eligible to be included in a voucher, but will not have a discounted rate.

Percentage based options do not need a rate entered on this table. All percentage calculated charges are unbundled based on their actual percentage rate.

Those options that are normally charged on a one-time flat fee rate are treated as daily rates in this table. Refer to the Edit Global Net Rates chapter for details.

An example of a Global Net Rate record is shown below with comments following it.

OPTION: __ EDIT GLOBAL NET RATES 1 Location SNA 2 Eff Date 01-01-08 3 FPO 28.00 Opt Code Rate Opt Code Rate 4 DRIVR 5.00 11 TAX 5 APTAX 12 6 SKIR 13 7 LDW1 9.00 14 8 CVG2 2.50 15 9 LDWT 9.00 16 10 CST 17 18 Daily Free Miles 100 19 Weekly Free Miles 850 20 Weekly Multiplier 7 21 Gross Mile Rate .25 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Comments:

Field 3 - If the Fuel Purchase Option (FPO) is included in the tour voucher, $28 will be allocated to fuel (regardless of the size of the tank).

Fields 4 - 17 are used for various Options that may be included ina tour voucher.

• Percentage options should have the Rate field left blank.
• If the normal retail rate should apply, leave the Rate field blank.
• If a discount rate should be allocated, enter the amount in the Rate field. In the example above, when an additional driver fee (DRIVR) is included, $5 per day will be allocated to that option.

Refer to the Edit Global Net Rates chapter for details.

F. EDIT LOCATIONS

Indicate on page 1 in the "Net Rate Set" field which rate set contains the net rates.

G. NET RATES

H. SETTING UP WHOLESALE COMPANIES IN THE CUSTOMER FILE.

Field: OPT SET

Items that are to be billed to the tour operator in addition to the voucher, can be defined by an Option Set. If it applies to all vouchers billed to the tour operator, enter the Option Set in this field. If it applies only to certain rates, enter the Option Set in the net rate record in the "Add-On Opt. Set" field. Or it can be assigned to the IT Code in the Addon OptSet field.

Field: WHOLESALE CALCULATION METHOD

CARS+ has different methods for handling and calculating voucher charges. These methods are outlined below:

Leaving this field blank indicates:

• The wholesaler will be invoiced for the whole voucher period even if the renter returns the vehicle earlier.
• Unless a reservation with a wholesale voucher is cancelled, no-show reservations are invoiced to the wholesaler.

Entering the letter "A" in this field indicates for both the Voucher Subwindow method and the Special Documents Subwindow method:

• Wholesalers will be invoiced only for the voucher length or the length of the rental-- whichever is less (except for Situation 3 below).
• No-show reservations with wholesale vouchers will NOT be billed to the wholesaler.
• If the length of the rental is greater than the voucher period but the rental rate is less than the voucher rate, the customer will receive credit up to the full value of the voucher.

When IT (International Tour) records share common values for several of the fields on the Edit IT Codes screen, a template can be created for records with these common values. By setting up templates, the data entry required on the Edit IT Codes screen can be reduced considerably. Refer to the Edit IT Templates chapter for details.

J. IT CODES (International Tour Codes)

This program is used to either add or remove IT numbers and defines what net rates apply to the tour vouchers.

If in Edit Main the system is configured to use net rates in the CARS+ Rates file, they are assigned to an IT record via fields 48 through 56 on page 1. These fields are designed to allow entry of high and low season rates and span an entire year. As such, they must be updated at least once a year with the rates for the upcoming seasons.

If in Edit Main, the system is configured to use the rates from the reservation, Fields 48 through 56 must be left blank.

An example of a IT Code using standard rates is shown below.

On the tour operator illustrated above, the net rates alternate between a low season rate (NBR5L) and a high season rate (NBR5H) four times during the course of the year.

K. EDIT IT DROP CHARGES

When the IT record does not include an intercity drop, records can be set up for zone to zone drop charges that take precedence over the records in the regular Drop Charge file. (Location to location, location to zone, and zone to location are not supported through this program.)

Therefore, this file is examined to determine the out of voucher charge that will apply to a one-way tour rental.

An example of an IT Drop record is shown below.

Refer to the Edit IT Drop Charges chapter for further details.

L. EDIT IT MANDATORY OPTIONS

Under certain circumstances the renter may be required to pay an additional charge for a tour rental. For example, rentals from a tour operator that specializes in winter ski packages but which does not have a rate that includes coverages, may be required to accept a coverage when a 4 wheel drive vehicle is rented.

This program is used to create a list of mandatory "out of voucher" options that are applied automatically to the appropriate rentals. These options are IT and Class Code sensitive. They are applied to any reservation or RA with the appropriate IT and Class combination. Since they are "out of voucher" options, they are the responsibility of the renter.

If the rate from the Option record should be used, Field 4 is left blank.

An example of an IT Mandatory Option record is shown below.

Refer to the Edit IT Mandatory Options chapter for further details.

M. EARLY BOOKING INCENTIVES

In order to encourage tour operators to book well in advance, it is possible to set up a negative option (discount) that can automatically apply to vouchers using fields in Edit Option Rates.

First, create a negative option for a discount (Option Type = "N") in Edit Optional Items.
In Edit Option Rates, set up the option so that it is automatically applied to voucher reservations if the reservation is booked early.

EXAMPLE:

VII. SIMPLE WHOLESALER - SPECIAL DOCUMENTS METHOD

To set up an IT Codes record for a simple wholesaler, the "Tour Family" field must be set to "T" and the discount percent must be entered in the "Wsale DIsc" field.

VIII. COUNTER INSTRUCTIONS - SPECIAL DOCUMENTS METHOD

At the Main Window "OPTION" field of Reservations or RA Open, type "S" to enter the S subwindow.

The subwindow will display as follows:

Select options to be included in the voucher.                          
  I=Includ in Voucher X=Rate Inclusive                                     
 Option     I/X          Calc    Qty  Deductible   
 LDW         X           /DAY             500      
 PAI         *           /DAY                      
 PEC         I           /DAY                      
 VLFEE       X           /DAY                      
 SKI RACK    *           /DAY                      
 MAP         *           /ITM                      
 LOCK        *           /ITM                      
 UPGRADE     *           /DAY
 TAX         X           /PCT
                           
 Press Return Here to Accept Changes [ ]

When the S or F type family VCHR record is saved, the Customer Number from the IT Record is saved in Field 1, Document Type, replacing the code "VCHR".

User tip: When closing a RA and the value of the SVV is greater than the total charges, the way the system is set up determines how the situation is handled.

a. The system will not allow the value of a SVV record to be greater than the total charges. If a SVV's value is greater than the total charges for a non-Hertz operation, the system automatically writes a balancing negative payment using FOP Code "VCHR".

Hertz user tip: Hertz operations use the "Voucher over Credit" adjustment to reduce the value of the SVV.

User tip: When a deposit has been taken on a RA and there is a SVV as well, the SVV is applied to the rental charges first. Then the deposit is applied if needed. Any excess deposit is refunded to the customer.

Type W Tour Family (Award certificates)

Many car rental companies participates with hotel chains where, after a certain number of stays, the customer receives a voucher for a free or discounted car rental. CARS+ allows up to 3 award type entries on the same RA.

Type T - Tour Family (Simple wholesale tour)

Editing Entries: From the "OPTION" field in the subwindow, enter the Field number for the document. (This is normally Field 13.) This will retrieve the record. Make edits as necessary. Resave the RA.

NOTES ABOUT TOUR RENTALS:

Estimate: When a tour voucher has been entered, the estimate feature ("F8" key) on the Open screen will display only those charges for which the driver/renter is responsible. Vouchers that have no voucher number are reflected in the estimate when done in the Reservations screen.

Voucherless tours: For voucherless style IT Codes, entry of voucher information into the S subwindow is blocked from RA Open. However, it is allowed from Edit Opening Fields.

Drop charges: Drop charges for one-way rentals may be handled in different ways depending on how the IT record is defined:

The drop charge is included and will not be applied to one-way rentals. (The tour operator is exempt from drop charges.) The drop charge should be included as part of the net rate's inclusive option set. No revenue is allocated to the general ledger account for the drop charge. NOTE: Renter can return the vehicle to any location and no drop charge will be applied to the voucher or out of voucher.

Drop charges are not included. The renter is responsible for paying the drop charge. (It is an out of voucher charge.)

Drop charges are not included in the rate, but the tour operator is responsible for the drop charge. The drop charge will be billed to the tour operator in addition to the voucher.

Set up required: Create an Option Set that includes "DROP". In the IT Code record, enter the Option Set in the "Add on Option Set" field. The drop charge will be added to the voucher. If the renter returns the vehicle to a different location than the one specified, the following will occur:

If the drop charge to the new location is less than the drop to the original return location, no changes will be made to the voucher value.

If the drop charge to the new location is more than the drop to the original return location, the difference will be added to the rental as an out of voucher charge payable by the renter.

The drop charge is selected according to the following hierarchy:

Reservation: A drop charge included in the reservation takes precedence.

Edit IT Drop Charges: If there is no drop charge on the reservation, the drop charge from the IT Drop Charge record is used.

Edit Drop Charges: If there is neither a drop charge on the Reservation nor in the IT Drop Charge file, then the drop charge comes from the regular Drop Charge file.

Display of Voucher Charges: A field in the User Access File controls whether or not each user has the ability to display the voucher charges on the RA Close screen using Shift/F5.

Local S Subwindow Tours: For IT records without "TOUR" in the Customer # Field (for Hertz operations, these would be local tours), it's assumed that the voucher covers the entire reserved period. Therefore, when an open reservation's pick up or return date is changed, the number of days on the voucher is changed accordingly. Thus, it is not necessary to edit the voucher days.

Editing an Existing Voucher Reservation: Once a tour voucher is on an open reservation edits to the reservation behave slightly different. Any edit to the pickup or return dates and times that either increase or decrease the anticipated rental length will cause the voucher days to automatically be changed as well. For example, if a 5 day reservation with a 5 day voucher is changed to a 6 day reservation, when the edit is saved, the corresponding voucher will automatically be changed from 5 to 6 days without any changes made in the S subwindow.

IX. BACK OFFICE INSTRUCTIONS

A. Daily Business Reports

1. Wholesale Vouchers and the Operations DBR.

The Operational DBR is designed to report all charges for which counter personnel can be held responsible. Wholesale charges do not fall into that category because they involve invisible rates and are unaffected by actual counter charges. Therefore, wholesale vouchers and wholesale time revenue DO NOT appear on an Operations DBR.

As an example, a three-day rental which has a three-day voucher for the same rate will not have any Time charges reported on an Operations DBR. Therefore, the revenue figures and statistical analysis on the Operations DBR will be understated.

2. Wholesale Vouchers and the Accounting DBR.

Wholesale vouchers DO appear on the Accounting DBR in the following ways:

CLOSED RAs SECTION:

a. Any amount that will be billed to a wholesale company will appear in a column labeled WHSL and on the payment breakdown line for each closed RA. The revenue columns to the left include both the voucher and out of voucher revenue. For example the Time column reports both the net voucher revenue plus any retail time charges that the renter is responsible for (extra hours or additional days). As a result, only the Accounting DBR reports all revenue on tour RAs. (As a rule, the amount in the WHSL column should equal the sum of the vouchers displayed in the 3rd payment line - unless there are more vouchers than can print on the single line.)

b. Wholesale vouchers are included in the revenue averages figures.

c. Wholesale vouchers are totaled on a separate line in the Sales/Receipts Cross Check.

d. Wholesale vouchers are sub-totaled by wholesaler in the FOP Summary section at the end of the report.

WHOLESALE VOUCHERS SECTION:

If invoice wholesale at open is turned on (Edit Main Control Record), the vouchers that were added to open RAs will be listed in this section.

B. DBR Posting

When running the Accounting DBR with the Posting Flag set to "Y"=YES, the following processes will take place;

1. Data will be posted to the A/R Distribution File.

The Accounts Receivable G/L account will be debited by the sum of all vouchers.The corresponding credit will be the Time Revenue Account set up in the Optional Items File. For inclusive rates where coverages, options, taxes and /or fees were included in the rate, amounts are extracted and credited to the appropriate accounts.

2. Data will be posted to the A/R Open Item File.

Wholesale companies have each individual voucher posted to their account as an invoice in the Open Item File.

C. Invoicing Wholesale Companies

If vouchers are invoiced either after the RA has opened or after it has closed, refer to the chapter Voucher Invoicing for information on how to produce invoices. The program Voucher Invoicing is located on the Invoicing Sub-menu of the Rental Accounting Menu. Vouchers must be posted by the DBR Posting program before they can be invoiced.

If vouchers are invoiced before the RA has opened based on data taken on the reservation, refer to the chapter Reservation Invoicing for information on how to produce invoices. The program Res Confirmation Invoicing is located on the Invoicing Sub-menu of the Rental Accounting Menu. Vouchers must be invoiced first before they can be posted by the DBR posting program.

X. PREPAID RENTALS

The discussion above assumes wholesale companies are billed after the rental. Some simple wholesale companies, however, are not approved for direct billings. Instead, the rental operator may require that the wholesale company prepay the rentals. Vendors who prepay usually prepay the net amount (the rental amount less their commission.)

This creates a unique challenge to the standard CARS+ programs: The full value of the rental must be shown as the deposit amount for the benefit of the renter. Yet, the net amount must post as revenue. CARS+ handles this by posting the prepayment plus the commission as a deposit on the reservation (for the benefit of the renter). Then the transaction is split between commission expense and revenue when posted to the accounting files.

The following set up steps are required in order to configure the system for this logic:

A. SET UP

1. FOP CODE

Create or designate at least one FOP Code for this type of payment. For purposes of this example, it is assumed this is an on-line payment service such as Money Direct, WorldPay, or PayPal. The Customer Type must be "COM".

EXAMPLE: MD (RET)

2. VENDOR FILE

Field 29: PREPAY FOP

This field is used to indicate that the vendor prepays for rentals. Vendor's who prepay in this way pay the net amount (the rental amount less their commission.)

For vendors who pre-pay in this manner, enter up to 6 alphanumeric characters representing the Form of Payment code used.

EXAMPLE: MD (RET)

3. USER ACCESS FILE

Page 2, Field 21: ACCEPT PRE-PAY'S

This field is used to control which users are allowed to process prepaid reservations. In order to do so, enter a "Y" in this field.

B. COUNTER INSTRUCTIONS

1. RESERVATIONS

Enter in the Commissions Subwindow a Vendor number whose record has been set up as specified above. This causes the following:

a. Estimate

After the usual estimate showing all charges, the payment is shown as a negative (making the "total" zero.) The vendor's commission is shown as a separate line item.

An example of the Estimate with a 10% commission is shown below.

DAYS : 2 @ $50.00 = $100.00
TAX : $8.00
PMT/CR : $108.00-
TOTAL :
COMMIS : $10.00-

b. Deposit Subwindow

Upon saving the reservation, a deposit for the total estimate is automatically created using the FOP Code from the Vendor record. An example is shown below.

OPTION: ______________ DEPOSITS 1 AmtRqd/ByDate/CurAmt */*/108.00 5 Currency Code * 2 Deposit Amount * 6 Frgn Currency Amt * 3 FOP/#/Exp Date */*/* 4 Auth#/Amt */* Date Time Drw Empl Amount FOP Auth# Amt Voucher# D 08-27 0904 1 JEG 108.00 MD MONEY DIRECT

The deposit is carried through to the RA just as any other deposit is.

Upon pressing "F1" to save the reservation, the following question will display:

WILL THIS RESERVATION BE PREPAID BY THE VENDOR?

Enter:

Y = The prepaid logic will apply.

N = The prepaid logic will not apply. Instead, the reservation will be saved as a regular commissionable reservation.

Note: This question is asked only upon the initial save of the reservation.

2. RA Open

When the RA is opened, the commission is marked as having been “posted” since it has already been deducted from the amount the travel company paid. Therefore, the transaction will not be reported on the Vendor Commissions Report.

C. BACK OFFICE INSTRUCTIONS -

1. Posting the reservation deposit

FOP set up as a receivable: When the reservation deposit posts, the net amount will post to the FOP customer account as an invoice in the Open Item File. In the example above, this would be a $98.00 invoice on the account "MD".

The General Ledger is affected as follows:

Debit the A/R account for the net amount, $98.00

Debit the Vendor Commission Expense account for the commission, $10.00

Credit the Customer Deposit Liability account for the total, $108.00

FOP set up as a "C" or "CC" type: Nothing posts to the Open Item File.

The General Ledger is affected as follows:

Debit the Cash account for the net amount, $98.00

Debit the Vendor Commission Expense account for the commission, $10.00

Credit the Customer Deposit Liability account for the total,$108.00

2. Posting the Reservation Deposit When There Are Multiple Posting Companies

Additional logic is needed when the reservation and prepayment are processed by one company (such as a corporate reservation center) and the rental takes place in a location with a different posting company number. Thermeon's Customer Support Dept. can set up a "GVT" record "CORPCOMP" to facilitate handling these transactions.

For purposes of this example, assume that the reservation and prepayment are processed in Company 00 and transactions done by the pick up location post to Company 01. The reservation prepayment would be handled as follows:

In Company 00:

The General Ledger is affected as follows:

Debit the A/R account (or cash) for FOP for the net amount, $98.00

Credit the A/R account for the pick-up location, $98.00

In Company 01:

The General Ledger is affected as follows:

Debit the A/R account for the Res. Center for the net amount, $98.00

Debit the Vendor Commission Expense account for the commission, $10.00

Credit the Customer Deposit Liability account for the total, $108.00

3. For Australia operations where GST is present, GST is charged to the renter and broken out in a separate column on the Reservation estimate. GST must also be paid on the Travel Agent's commission.

The reservation estimate below, which shows GST in a separate column, is used to illustrate this point:

            --------------------------------------------------------------------
            DAYS   :    3 @  $110.00 =  $330.00  GST INCL            UNL KMS
            ITEM                         EXCL       GST    INCL CHG
            --------------------------------------------------------------------
-           TOT T&K:                    $300.00    $30.00    $330.00
            VRRF   :                      $6.00      $.60      $6.60
            PREMIUM:                     $22.50     $2.25     $24.75
            TAX    :                      $8.21      $.82      $9.03
            TOTAL  :                    $336.71    $33.67    $370.38
-           COMMIS :                     $30.00-    $3.00-    $33.00-

The estimate above shows that $33.67 will be charged to the renter for GST and $3.00 GST must be paid on the Travel Agent's $30.00 commission.

a. In operations where the GVT code "CORPCOMP" is not set up , the following accounting entries are made:

In the AR Open Item file, the net amount due, $337.38 ($370.38 - $33.00) is posted to the travel' agent's A/R account.

The General Ledger accounts affected are:

Debit the A/R account for the travel agent for the net amount, $337.38

Debit the Vendor Commission Expense account for the commission,$30.00

Debit the GST Paid account for the GST due on the commission, $3.00

Credit the Customer Deposit Liability account for the total, $370.38

b. In operations where the GVT code "CORPCOMP" is set up and the posting company of the pickup location is "00", the following accounting entries are made:

In the AR Open Item file, the net amount due ($337.38) is posted to the travel' agent's A/R account.

The General Ledger accounts affected are:

Debit the A/R account for the ravel agent for the net amount, $337.38

Debit the Vendor Commission Expense account for the commission, $30.00

Debit the GST Paid account for the GST due on the commission, $3.00

Credit the Customer Deposit Liability account for the total, $370.38

c. In operations where the GVT code "CORPCOMP" is set up and the posting company of the pickup location is "01" (for example), the following accounting entries are made:

In Company 00:

The General Ledger accounts affected are:

Debit the A/R accountfor the travel agent for the net amount, $337.38

Credit the A/R account for the pick-up location, $337.38

In Company 01:

In the AR Open Item file, the net amount due ($337.38) is posted to the travel' agent''s A/R account.

The General Ledger accounts affected are:

Debit the A/R account for the Corp. Office for the net amount, $337.38

Debit the Vendor Commission Expense account for the commission, $30.00

Debit the GST Paid account for the GST due on the commission, $3.00

Credit the Customer Deposit Liability account for the total, $370.38